A Request for Proposal ordinarily tells the applying companies about the sponsoring company or government agency and what it expects the winning group to accomplish. The RFP lays out the terms and conditions for selecting the winner and asks the applicants to explain why they are qualified to respond, how they intend to accomplish the goals and objectives described in the RFP and the price they expect to be paid for their effort. The sponsor may also ask for one person or a team of your employees to supplement the written response to the RFP with an oral presentation.

Preparation

An RFP frequently asks for an oral presentation by an individual or a team in addition to a written application. Prepare to respond to questions that might arise, and go over possible requests for changes in your application with your senior administrators before the presentation. Reviewers are unlikely to try to trick you, but they may ask questions you can’t answer properly. Explain you’ll get the answer and respond within 24 or 48 hours. It’s important that you practice your presentation to colleagues to get feedback on changes you need to make or communication skills you need to improve. For a team presentation, practice as a team and determine who is to answer which types of questions.

Performance Problems

If you are not an experienced speaker, a few suggestions can help. Don’t be afraid to be afraid. The more you practice in front of others, the less likely stage fright will be a problem. Try to understand your audience by always looking at them and not at a chalk board or your shoes. Body language communicates as well as words, so folding your arms and scowling while you talk isn’t helpful. It’s easy to start answering a question and hard to stop. Practice short answers to allow more questions in the limited time you have. Frame your answers to match the gist of your written proposal and the technical knowledge of your listeners.

Presentation

Keep a presentation of your proposal and costs short and precise. Don’t repeat what the viewers have already read. Use the time to demonstrate that your company’s proposal meets the goals and objectives described in the RFP. Avoid reading from a script or the text when using a graphics presentation. You will ordinarily be given a specific amount of time, so use some of it to ask for and answer questions. Never denigrate your competitors or promise to do what your company is not prepared to do. All of your reviewers may not have technical competence in your area, so avoid jargon and long, complicated statements. Your presentation goals are greatly enhanced by establishing rapport with your audience.

Follow-up

If you promised a response in 24 hours, deliver it as promised. You want the sponsoring company or government agency to feel that your company will do what you say it will. To help improve your performance for future presentations, review the presentation with members of the team. Examine the strengths and weaknesses of the presentation and discuss ways your performance and your materials can be improved. Consider how well you were able to adapt to your audience and what upgrades you can make.

About the Author

Roy Sylvan has a Ph.D. in communication studies. He directed a large city department of aging, was COO of a consulting company and provided management training to companies and nonprofits. Writing for more than 40 years, Sylvan has authored articles in trade journals, magazines and blogs, and wrote a how-to book on starting a business.